Staff attendance and salary sheet for restaurants, free.
One sheet for the month: who came, who took a half day, weekly offs, overtime and advances, and what each person gets on salary day. Download the template, then read how to fill it.
Updated 10 October 2026
Mark each day as P (present), H (half day), A (absent), L (paid leave) or WO (weekly off). At month end, pay = monthly salary ÷ days in the month × days paid, where days paid = present + half of half days + paid leave + weekly offs. Add overtime at twice the hourly rate and take off advances. A ₹16,000 salary with 1.5 unpaid days in a 30-day month comes to ₹15,200.
Download the free template
Download the staff attendance and salary sheet (CSV). It opens in Excel, Google Sheets or LibreOffice. It has one row per person per month, a column for every day (1 to 31), and columns for the month’s totals, overtime, advances and net pay. The two rows marked “Example” show how to fill it in: delete them before you start.
How to fill in attendance
| Code | Means | Counts as |
|---|---|---|
| P | Present for the full shift | 1 paid day |
| H | Half day | ½ paid day |
| A | Absent without leave | Not paid |
| L | Paid leave you agreed to | 1 paid day |
| WO | Weekly off | 1 paid day for monthly staff (your rule) |
Fill it in every day, not from memory at month end. Note the in and out times somewhere if you pay overtime. Fix each person’s weekly off day when they join, so a missed day is not argued about later.
Three ways to work out a day’s salary
For monthly staff, you only need a per-day figure to cut absent days. Three methods are common in India. None is “the right one”; pick one, write it in the appointment letter, and use it for everyone.
| Method | Per day on ₹15,000 | Pay with 2½ unpaid days |
|---|---|---|
| ÷ days in the month (31-day month) | ₹483.87 | ₹13,790 |
| ÷ days in the month (30-day month) | ₹500.00 | ₹13,750 |
| ÷ a fixed 30, every month | ₹500.00 | ₹13,750 |
| ÷ 26 (weekly offs left out) | ₹576.92 | ₹13,558 |
The ÷ 26 method cuts more for each absent day, because the salary is spread over working days only. For daily-wage staff, pay = daily rate × days worked, plus half the rate for half days.
Overtime, advances and other cuts
- Overtime: pay twice the ordinary rate for extra hours. Hourly rate = daily rate ÷ normal working hours. In the template’s example, ₹16,000 ÷ 30 days ÷ 8 hours = ₹66.67 an hour, so 6 hours of overtime = 2 × ₹66.67 × 6 = ₹800.
- Advances: write down every advance on the day you give it, and how much you will cut each month. All deductions in a month, advance cuts included, cannot be more than half that month’s wages.
- Other cuts: keep them rare and explained. Do not cut salary for a cash shortage on suspicion; read our guide to staff theft first.
- Pay on time: monthly wages must be paid before the 7th of the next month, and a person who leaves must be paid within two working days.
- Give a slip. A salary slip with days, overtime, advances and net pay ends most arguments.
A month worked out (example)
Example only. Made-up staff and figures, the same as the first example row in the template.
| Ravi, captain, September 2026 | Value |
|---|---|
| Monthly salary | ₹16,000 |
| Present 22, half day 1, absent 1, paid leave 1, weekly offs 5 | 30 days |
| Days paid (22 + 0.5 + 1 + 5) | 28.5 |
| Salary for days paid (₹16,000 ÷ 30 × 28.5) | ₹15,200 |
| + Overtime, 6 hours at twice ₹66.67 | ₹800 |
| − Advance cut (from August) | ₹2,000 |
| Net pay | ₹14,000 |
Minimum wage in Maharashtra
Maharashtra fixes minimum wages for residential hotels, restaurants and eating houses by zone and skill level. Zone I covers municipal corporation areas, including Mumbai, Navi Mumbai and Thane. For January to June 2026, the published rates for Zone I were:
| Zone I, hotels and restaurants | Basic | Special allowance | Total a month |
|---|---|---|---|
| Unskilled (helpers, dishwashers) | ₹6,500 | ₹7,924 | ₹14,424 |
| Semi-skilled | ₹7,000 | ₹7,924 | ₹14,924 |
| Skilled | ₹7,700 | ₹7,924 | ₹15,624 |
The special allowance is revised every 1 January and 1 July. The Labour Commissioner’s revision from 1 July 2026 was notified in August 2026, but we could not confirm the new hotel and restaurant figures from an official copy, so check the latest notification from the Maharashtra labour department or with your CA. Maharashtra also has a separate schedule for shops and commercial establishments, which one payroll firm describes as covering restaurants and hotels too: Zone I rates from 1 July 2026 are listed at ₹14,155 a month for unskilled, ₹14,990 for semi-skilled and ₹15,766 for skilled workers. Which schedule applies to your restaurant, and which skill level a cook or captain falls into, are questions for your CA; until you know, don’t pay below the higher figure. The new labour codes, in force since 21 November 2025, may change how these rates are set as the state moves over.
PF and ESIC, briefly
- EPF generally applies once you employ 20 or more people. Employer and employee each pay 12% of basic wages plus DA. From 17 September 2026, the wage ceiling for compulsory cover went up from ₹15,000 to ₹25,000 a month (Ministry of Labour notification S.O. 5109(E) under the Code on Social Security, following the Union Cabinet decision), so more of your staff may now have to be covered.
- ESIC covers shops, hotels and restaurants with 10 or more employees in notified areas, for staff earning up to ₹21,000 a month. The employee pays 0.75% of wages and the employer 3.25%. A higher ceiling was being discussed in August 2026, but we found no notification.
Your CA can register you and file the monthly returns. Put these costs into the restaurant profit calculator under salaries.
Attendance and salary in Venditas
If you outgrow the sheet, Venditas has attendance and salary built in, on the Staff screen. Mark staff present, half day, absent, on leave or on their weekly off, or let them clock in and out with their own PIN on any paired device. The month view shows everyone’s days at a glance. Salary is worked out from days paid (or days worked for daily staff), advances are tracked and cut, and a salary slip can be printed or sent on WhatsApp from your phone. Only the owner sees pay unless they allow managers to. Salaries paid from the drawer come off the expected cash at day close. It needs internet, and it is included in the ₹3 per bill price after 30 days free.
This guide is general information as of 10 October 2026, not legal or payroll advice. Wage rates and labour rules change; check your own case with your CA.
Sources
- WageIndicator: minimum wage, Maharashtra, hotels and restaurants, Zone I rates for 1 January to 30 June 2026 and the 1 July 2026 revision. Checked 10 October 2026.
- SGCMS: Maharashtra minimum rate of wages, August 2026, for the zone definitions and the twice-yearly revision. Checked 10 October 2026.
- All India Radio News: Cabinet raises EPFO wage ceiling to ₹25,000 (17 September 2026), and the text of notification S.O. 5109(E) of 17 September 2026 (StaffNews), in force from its publication. Checked 10 October 2026.
- DCP Solutions: Maharashtra minimum wages for shops and establishments from 1 July 2026 (notification no. 7997, August 2026), Zone I ₹14,155, ₹14,990 and ₹15,766. Checked 10 October 2026.
- Sagus Legal via Mondaq: contribution rate under the EPF Scheme, 2026 (July 2026), 12% of wages, and Lakshmikumaran & Sridharan: Code on Social Security overview, EPF at 20 or more employees and ESIC at 10 or more. Checked 10 October 2026.
- ESIC: coverage (10 or more employees, ₹21,000 ceiling) and ESIC: contribution (0.75% and 3.25%). Checked 10 October 2026.
- Code on Wages, 2019, section 17 (time of payment) and section 18 (deductions, 50% limit). Checked 10 October 2026.
- iPleaders: labour codes in force from 21 November 2025, including overtime at twice the ordinary rate, and overtime under the Maharashtra Shops and Establishments Act, 2017. Checked 10 October 2026.
Quick answers
How do I calculate a per-day salary for restaurant staff?
Three methods are common: monthly salary ÷ days in that month, ÷ a fixed 30, or ÷ 26 (leaving out weekly offs). Multiply the per-day figure by the unpaid days and take it off the monthly salary. Pick one, write it in the appointment letter, and use it for everyone.
Are weekly offs paid for monthly staff?
In most restaurants monthly-paid staff are paid for their weekly offs, and only absent days are cut. Whatever your rule is, write it down and tell staff when they join. For daily-wage staff, check with your CA what your terms and the law require.
What is the minimum wage for hotel and restaurant staff in Maharashtra?
It depends on the zone and skill level. For January to June 2026, Zone I (municipal corporation areas such as Mumbai, Navi Mumbai and Thane) was listed at ₹14,424 a month for unskilled, ₹14,924 for semi-skilled and ₹15,624 for skilled workers. The rates were revised again from 1 July 2026 and we could not confirm the new hotel figures, so check the latest notification with your CA or the labour office.
When does a restaurant need PF and ESIC?
EPF generally applies once you employ 20 or more people; employer and employee each pay 12% of basic wages plus DA. ESIC applies to shops, hotels and restaurants with 10 or more employees, for staff earning up to ₹21,000 a month; the employee pays 0.75% and the employer 3.25%. Your CA can register you.
How much should I pay for overtime?
Twice the ordinary rate. Work out the hourly rate (daily rate ÷ normal working hours) and pay double for each extra hour. Keep a record of the hours.
Can I cut a whole advance from one month’s salary?
Not if it takes total deductions above half the salary. Under the Code on Wages, all deductions in a wage period, including advance recovery, cannot exceed 50% of that period’s wages. Spread larger advances over a few months.
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